Safety files

Hi Everyone,

A few of my customers have had a lot more hazard prevention material in place than they had realised but did not have it formally together. Therfore they were not able to utilize the information correctly.

As an example quite a few customers have safe work procedures in place if they are working with machinery and chemicals. The information will be there on site but as a result of not having a safety file you are unable to locate the information and inturn educate the staff on the hazards.

So I am talking about creating a safety file, I have already gone through above why a safety file is necessary and helps you to locate safety procedures and other safety documents. Now I am going to breakdown how you could go about starting a safety file and what you should look to put in the safety file. Please be aware that some of the documents will need to be drawn up specifically for the site and what the requirements are while other documents may be standard for any work environment.

When creating a safety file I like to put in in the order below:

1) I usually have an index breaking down the sections and a list of what could be found in this section. This is important as the law states that the system shall be easy to follow and find information that is required by yourselves, staff and the authorities.

2) In the first section I normally have the necessary acts OSH act and COID act along with the labour laws. This is done as it is necessary for you to have the laws displayed or kept somewhere accessible to anyone entering the premises.

3) The companies Safety objectives and policies need to be drawn up and filed. This is important as it shows thout into what you require and actions you are looking to take to safeguard your employees and the company assets.

4) I generally put the roles and responsibilities next. This shall stipulate who does what in different situations as well as giving each individual the correct knowledge of their responsibility.

5) The risk assessments and safety audits should generally follow. This is the basis to all the information that follows. The safety audit shall give you answers as to how many extinguishers you need and safety signage, where should the equipment go and what are the hazards created by the work environment and structure. The risk assessment shall answer what risks and hazards are associated with the activities in the office and will offer safeguarding options for each. An initial external assessment of each is necessary and you may be ably to continue developement within the company.

6) From the findings of the risk assessment you shall have written work procedures and safe work instructions. the purpose of these is to ensure once staff are trained that they carry out dangerous tasks following the same steps and as a result limiting incidents.

7) Emergency procedures are drawn up after doing the safety audit. This looks at effective evacuation routes to follow and procedures to follow to allow a safe and effective evacuation. This will also include procedures of investigationa dna mitigating a fire.

8) Master appointment letters. In any safety system certain safety appointments need to be done. be sure to keep a master copy of all appointment you may need on site.

9) Master documents of inspection sheets and checklists. This is to be copied and used monthly to maintain your compliance.

10) Masters of the incident investigation, assessment and action forms. These shall be filled out for any incident even the incidents that do not end up causing an injury.

11) Compliance certificates and service level agreements. By keeping these on record and filed it is easier to keep ontop of maintenance and servicing. This also can be used and forcing a contractor to stick to their agreements.

12) All of the appointment letters and training records are to be kept. Each one of these forms shall have an end date to the appointment or validity of the training.

13) The final section will have all of the filled in monthly safety forms and checklists along with the minutes of any meetings. I generally like to split the final section into JAN-DEC. This makes it easy to track something by date as well as track an incident or process fro, start to finish.

Thank you for reading and once again I hope that you have found the article most helpful. Please feel free to give me feedback on any of the topics I have addressed as I am looking to benifit you as the reader and your imput can assist in making that possible.

Please do not hesitate to contact me if you require any further information or assistance.

Thank Safely

All the best


When are you Safety compliant

Hi Everyone,

In the last few weeks I have had a lot of contact with current and potential customers. During this time I have shaken my head in frustration and been dissappointed with certain safety reactions.

The frustration and dissappointment came in as I was surprised that the various people I had been dealing with did not see the validity and necessity of increasing safety awareness in the workplaces that they are apart of.

This got me thinking about when being compliant on paper is not enough. What I mean by this is that you have complied to the OHS laws and created procedures, appointed safety reps and have all of the correct serviced safety equipment. By having all of this you may be considered to be compliant but without applying all of the procedures in the safety system and communicating to and training your staff the system is a failure.

The only systems that I have seen work effectively and protect the company as it was intended to, is the systems that the management are active in the system and passionate about results. This means educating and involving as many employees as possible in safety, Encouraging all of the workers to look out for each other and explaining all of the risks they will face in their job.

Communication along with action is the key to a safe work environment.
Continue to improve and assess your safety situation as employees change, new buildings get older and remodelling takes place.

Improving and assessing your current situation can be done within the company as long as the ground work was done correctly. I always try and set up a safety system and leave having given the correct tools to the staff to maintain a compliant premises themselves but letting them know I am available to problem solve any issues.

Hold workshops, toolbox talks, and fire drills to keep the staff thinking of safety and the procedures to follow.

Please contact me if you require any assistance with improving or creating a safety system.

Thanks for reading and please think safely

All the best


Near misses

Hi All,

It amazes me how many people I deal with do not count near misses as an incident. This has probably become the number one cause of serious injuries in the workplace and it can all be avoided by introducing basic safety systems into your business.

By reporting near miss incidents and having a plan to resolve things trgedies can be avoided.

For assistance please call me and I will assist in any way I can.

All the best

Think safe